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Appointment Booking

Your AI agent can book appointments during any call — inbound or outbound. The customer simply talks to the agent, picks a time, and the appointment is confirmed automatically.

How the Agent Books an Appointment​

When a customer calls and wants to book an appointment, the agent:

  1. Asks for the details — name, preferred date, time, and type of appointment
  2. Suggests available slots — based on your availability settings (up to 3 suggestions by default)
  3. Customer picks a slot — the agent confirms the chosen time
  4. Asks for confirmation — the customer says "confirm" or "yes"
  5. Appointment is booked — it appears in your Appointments calendar immediately

All of this happens in natural conversation — the customer does not need to use an app or fill a form.

What the Agent Collects​

During the booking, the agent captures:

  • Customer name and phone number
  • Appointment type (based on your configured services)
  • Preferred date and time
  • Branch (if your business has multiple locations)
  • Any special notes or reason for the visit

Where Appointments Come From​

The agent checks your Appointment Settings to know:

  • When you are available (Availability)
  • What services you offer (Services)
  • Which branch to book at (Branches)
  • How many slots to suggest and how to confirm (Team & Assignment)
  • Buffer times and advance booking limits (Booking Rules)

Make sure your Appointment Settings are configured before going live — see Appointment Settings Overview.

Manual Booking​

Your team can also book appointments directly from the dashboard — without a call:

Dashboard → Appointments → New Appointment

  1. Click New Appointment
  2. Fill in the customer details — name, phone number
  3. Select the appointment type, date, time, and branch
  4. Click Book

The appointment is saved to the calendar and a WhatsApp notification is sent to the customer with the full details.

WhatsApp Notification After Booking​

Every time an appointment is booked — whether via call or manually — the customer automatically receives a WhatsApp message with:

  • Appointment type
  • Date and time
  • Branch location (if applicable)

The customer does not need to call back to get the details — it goes straight to their phone.

Outbound Booking​

Your agent can also call customers and book appointments as part of a campaign — for follow-ups, reactivations, or missed appointment callbacks.

See Campaigns Overview to set this up.

Next Steps​